Homebot Setup Checklist for Follow Up Boss Users

Homebot sends your past clients and database contacts monthly home-value and equity reports. When a homeowner opens the report, checks their equity position, or shares it with a family member, that behavior signals potential seller intent — exactly the kind of signal Follow Up Boss is designed to act on. The problem is that most agents set up Homebot once, never connect it to FUB, and lose the behavioral data that makes the platform worth paying for. This checklist walks through the full configuration so none of that signal goes to waste.

Before you start: what you need

• An active Homebot account (homebot.ai)
• A Follow Up Boss account with admin-level access
• A Zapier account (free tier works for basic event mapping; paid tier needed for multi-step Zaps)
• Your FUB API key (Settings → Integrations → API in FUB)
• A clean export of your FUB contact database filtered to past clients and sphere contacts with homeownership history

Phase 1: Configure your Homebot account

1. Set up your agent profile. In Homebot Settings → Profile, add your headshot, brokerage name, phone number, and your preferred contact email. Homebot report recipients see this information every month — it is your long-term brand impression. Verify that the email address here matches the one you monitor, not a generic info@ address.
2. Configure your Homebot report branding. Upload your logo and set your brand colors in Homebot Settings → Appearance. Branded reports perform better on open rates than the generic Homebot template — homeowners recognize the name and logo from your past communications.
3. Set your report delivery schedule. Homebot sends reports monthly by default. Keep the default cadence unless your brokerage has a specific reason to change it. Monthly cadence maintains a meaningful touch without training homeowners to ignore daily emails.
4. Enable engagement notifications. In Homebot Settings → Notifications, turn on email alerts for the engagement events you want to track: report opens, equity check interactions, "I'm thinking about selling" signals, and refinance inquiries. You need these alerts flowing to your inbox before you can build automation triggers.
5. Connect your MLS or manually enter your market data preferences. Homebot uses this to calibrate the home value estimates in your reports. Accurate market data improves the reports' perceived value and reduces unsubscribes from homeowners who see wildly inaccurate estimates.

Phase 2: Sync your Follow Up Boss contacts to Homebot

1. Export your seller-eligible contacts from FUB. In FUB, filter People by contacts tagged "Past Client," "Sphere," or any custom tag indicating homeownership. Export to CSV. You want: first name, last name, email, phone, and property address (if you have it).
2. Clean the export. Remove contacts who are renters (or who you know not to own their home), contacts who have explicitly asked to be removed from marketing, and duplicate email addresses. Homebot bills by the number of contacts enrolled, so a clean list reduces unnecessary cost.
3. Import into Homebot. Homebot accepts CSV imports directly. Map the columns from your FUB export to Homebot's required fields: email is required; first name, last name, and property address improve report personalization. Import and review the results for failed rows (usually caused by malformed email addresses).
4. Set up Zapier for ongoing sync (optional but recommended). A CSV import is a one-time snapshot. New contacts added to FUB after the import will not receive Homebot reports unless you add them manually or automate the sync. A Zapier zap watching for new FUB contacts tagged "Past Client" and adding them to Homebot as a new client keeps your list current automatically. Verify the Homebot Zapier integration supports the actions you need at app.zapier.com/apps/homebot.

Phase 3: Map Homebot engagement events back to Follow Up Boss

This is the step most agents skip — and it is where the value actually lives. Homebot reports generate engagement events (opens, equity interactions, "thinking about selling" clicks) that indicate seller intent. Those events need to surface in FUB so agents can follow up at the right moment.

1. Identify the Homebot events worth tracking. The highest-intent events are: "Thinking about selling" click (explicit intent signal), equity check interaction (checking equity position for the first time or repeatedly), and multi-session opens within a short window (opens the report more than once in 48 hours, suggesting active interest). Lower-intent but still useful: first-time report open, refinance inquiry.
2. Build Zapier triggers for each event. In Zapier, create a new Zap with "Homebot" as the trigger app. Select the engagement event (e.g., "Homeowner Thinking About Selling"). For the action, search for "Follow Up Boss" and select the appropriate action:
   • Add tag to person → tag the contact "Homebot-Seller-Intent"
   • Create a note on the person → log "Homebot: clicked Thinking About Selling on [date]"
   • Create a task for the assigned agent → "Follow up: [contact name] showed seller intent via Homebot"
3. Test each Zap before activating. In Zapier's testing mode, confirm that the tag appears on the correct FUB contact within 1-2 minutes of the Homebot event. If the contact is not found in FUB (because they were added to Homebot with a different email), the Zap will silently fail — build in error handling or at minimum check your Zap error logs weekly.
4. Map lower-intent events to different tags. Not every Homebot open requires the same follow-up intensity. A "First Report Open" gets a tag like "Homebot-Active" and a lighter action plan. A "Thinking About Selling" click gets a "Homebot-Seller-Intent" tag and immediate personal follow-up from the assigned agent.

Phase 4: Build FUB smart lists and action plans for Homebot contacts

1. Create a "Homebot Seller Intent" smart list. In FUB → People → Filter, add the filter: Tags includes "Homebot-Seller-Intent." Save as a Smart List. Agents should review this list daily — anyone tagged by a Homebot seller-intent event in the last 7 days is a warm call.
2. Create a "Homebot Active" smart list. Filter by: Tags includes "Homebot-Active" AND Ace Tier is "Warm" or "Hot" (if you have Follow Up Ace installed). This combines Homebot engagement signals with overall contact engagement scoring to surface your best-engaged homeowner contacts.
3. Build a Homebot Seller Intent action plan. In FUB → Action Plans, create a plan triggered when the "Homebot-Seller-Intent" tag is added. Suggested sequence:
   • Day 0: Immediate task — "Call [contact name] — they just clicked 'Thinking About Selling' in their Homebot report"
   • Day 1 (if no connection): Personal text referencing the home value report — "Hey [Name], I saw you were looking at your home equity recently. Happy to pull current comps if helpful."
   • Day 3: Email with a market update for their neighborhood
   • Day 7: Second call attempt with task
4. Build a Homebot Active nurture plan. For contacts who are opening reports but have not clicked a high-intent event, a lighter touch is appropriate. Monthly market update email, quarterly personal check-in call, and an invitation to a seller seminar or webinar if you run them.

Phase 5 (optional): Layer in Ace Seller Radar for deeper propensity scoring

Homebot tells you who is actively engaging with their home value data. Follow Up Ace's Seller Radar goes further by scoring every contact in your database for seller propensity based on property signals — estimated tenure, estimated equity position, local appreciation data, and seller-intent CRM tags — even for contacts who have never opened a Homebot report.

The Seller Radar runs as a nightly account-wide scan (verified at chat-app/workers/inProcessScheduler.js:147). The propensity score combines tenure (35%), estimated equity (30%), FHFA appreciation data (15%), area-risk signals (8%), and CRM seller tags (12%) — weights verified at chat-app/utils/sellerIntentEngine.js:58–59. This score surfaces in the Seller Radar embed dashboard inside FUB for Pro plan users on accounts with Ace Trove enabled.

Important notes on Seller Radar:

• Equity is a modeled estimate based on purchase price and tenure — it is not lien-level or appraisal-grade data. Always label it as estimated when discussing it with a homeowner.
• Seller Radar scores surface in the Ace dashboard. Custom-field write-back to FUB is on the roadmap but not yet available.
• The nightly scan covers your full account database — not just contacts who have been manually tagged or enrolled in Homebot.

Used together, Homebot and Seller Radar create a two-layer seller identification system: Homebot surfaces active intent from homeowners who are already checking their equity, while Seller Radar identifies propensity across your full database including contacts who have not yet shown active interest.

Setup verification checklist

Before considering the setup complete, verify each item:

Common Homebot + FUB setup mistakes

• Uploading unverified email addresses. Homebot's deliverability depends on clean lists. Contacts with bounced emails in Homebot count toward your plan limit but receive no reports. Clean your list before importing.
• Not building an action plan for the seller-intent tag. Tagging a contact "Homebot-Seller-Intent" in FUB without a follow-up action plan means the tag sits on the contact record until someone remembers to look at it — which often means never. The action plan is what converts the signal into a conversation.
• Over-tagging with low-intent events. If every report open triggers a "call this person" task, agents will start ignoring the tasks within a week. Reserve high-urgency tasks for high-intent events (seller click, multiple opens in 48 hours); use informational notes for lower-intent opens.
• Setting it and forgetting it. The integration requires maintenance. Homebot contact records go stale when people move. FUB contact records get reassigned between agents. Check the Zapier error log weekly and audit your Homebot client list quarterly.

For related guides, see how to connect Homebot with Follow Up Boss and how to segment your FUB database for targeted follow-ups. For seller intelligence beyond what Homebot provides, see the Ace Trove overview — Seller Radar runs automatically for all contacts in your database, not just the ones enrolled in Homebot.